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SAPFHPIN - Interface PD - PA

PERFORM Short Reference   General Material Data  
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Description

This form pool controls how data is exchanged online between Personnel Administration (PA) and Personnel Planning and Development (PD).

1. Activating integration

You activate integration by defining the "active plan version" in the Customizing of Personnel Planning and Development (under "Global settings"). Here, you specify the plan version for which integration should be active. If you do not define a plan version, integration remains inactive. If integration is active, you must also specify the persons for whom data is exchanged. The selection criteria are as follows:

• company code

• personnel subarea

• employee group

• employee subgroup
  Feature PLOGI enables you to determine the combination of selection criteria to be used for integration. You can find detailed instructions on how to maintain this feature in the documentation for transaction PE03.

Integration can be set up for all employees, for specific company codes, personnel subareas, employee groups and subgroups, or any combination that you require. The PLOGI PLOGI entry in table T77S0 acts as a central "switch" for integration. If the entry contains a plan version, integration is activated for all employees who meet the criteria set in feature PLOGI. If the entry is ' ' (blank), integration is switched off.

If you only require Training and Event Management and Time Management integrated without Organizational Assignment, the PLOGI_PLOGI switch must still contain a plan version. Integration with organizational assignment is switched off using the PLOGI ORGA feature in this case (Customizing: "Organizational Management").

1. Initial settings

When integration is activated for the first time, you must ensure that the PA and the PD databases are consistent. To do this, please use programs RHINTE00, RHINTE10, RHINTE20 and RHINTE30.

You will also need to make the following table entries:

• the entry PLOGI PRELI in Customizing of Organizational Management under "Set up integration with Personnel Administration. This entry defines the standard position number (see the section "Personnel Administration -> Personnel Planning").

• - the entry INTE in table T77FC

• - the entries INTE_PS, INTE_OSP, INTEBACK, INTECHEK and INTEGRAT in the Customizing of the "Global Settings" under Maintain evaluation paths.
  These are included in the standard SAP R/3 system. You should avoid changing them.

Since integration enables you to create relationships between persons and positions (ie. B008), you may be required to include appropriate entries to control the validation of these relationships. You make the necessary settings for this check in Customizing of Global Settings under"Maintain relationships".

1. Table maintenance

Objects that exist in PD in the integration plan version must also be contained in the following PA tables:

Tables T528B and T528T positions
T513S and T513 jobs
T527X organizational units

When these objects are created or deleted using PD transactions, corresponding entries in the above tables are automatically created or deleted if integration is active. The entries created by SAPFHPIN are marked with a "P" and cannot be changed or deleted manually. It is not possible to flag manual entries in this way (the field cannot be maintained manually).

1. Personnel Administration -> Personnel Planning

When you create the PA infotype 0001 (Organizational Assignment) for a person in PA, a dialog box appears in which you can assign the person to a position. A staffing percentage of 100% is automatically proposed. You can, however, change this percentage and assign a person to several positions up to a total of 100%.

The organizational classification of this position (job, organizational unit, cost center) in PD is read and then stored in the appropriate fields of infotype 0001 together with the position number. If the classification of the position changes during the period that it is occupied by the person, several versions of infotype 0001 may be created to ensure that the person's assignment is always stored correctly.

If the following situation arises, the person CANNOT be assigned to a position:
- the position has been assigned via an organizational unit to a cost center that belongs to a controlling area to which the person has not been assigned. Any attempt to assign the person to a position will be rejected because the assignment must be unique.

If an infotype 1013 record (employee group/subgroup) has already been created for the position and the record contains data that is different from the data entered for the person, a message is displayed to bring this inconsistency to your attention.

A person can be assigned to a work center instead of a position, in which case the fields job, organizational unit, etc., are not filled.

If the person is not assigned to a position or work center (you exited the PD screen without saving when recording a hiring), infotype 0001 is given the standard position in order to draw attention to the absence of an assignment. The number of this standard position can be found in the PLOGI PRELI entry in Customizing of Global Settings under Set up integration with Personnel Administration.

If, in the case of a transfer, your new entries are cancelled, the previous position remains unchanged.

It is also possible to "assign" persons temporarily to an organizational unit if, for example, their final position is not definite when they are hired. You can do this by entering the object type and number of the organizational unit in the dialog box in which you would usually specify the position. Please note that this organizational unit is stored only in infotype 0001; a relationship is not created in PD. Since a default position is stored in infotype 0001, this type of assignment is incomplete and should be replaced as soon as possible by properly assigning the person to a position. You can do this either by performing a transfer (transaction PA40) or by creating a relationship between the person and a position in the PD system. The "temporary" organizational unit is then replaced by the correct one assigned to the position. Report RHSBES00 enables you to display or evaluate such temporary assignments. Other evaluations can access the function module RH_PERSON_WITH_ORGUNIT_ONLY, which scans specific organizational units for persons with an incomplete position assignment. Such persons can be identified by the presence of a default position in their infotype 0001 record.

An existing organizational assignment can only be changed by using PD transactions (see "PD -> PA"). The PA events "Transfer" and "Leaving" are exceptions to this rule; the required actions are carried out in both PA and PD. Please note that if a transfer takes place on the start date of an infotype 0001 record, technical reasons necessitate that the following restriction apply. If the transfer does NOT involve a change of company code, personnel subarea, employee group or subgroup, you must make an entry in the screen for infotype 0001 in order to display the dialog box in which the new position is specified.

When a transfer takes place, you are required to specify a new position. If someone leaves the company (termination of contract), all of the relationships to positions and work centers are delimited in PD and the standard position ("no assignment") appears in infotype 0001 as of the date on which the person left the company. However, the other specifications regarding the organizational assignment (i.e. job, organizational unit and cost center) are retained. Since employees who have left the company are not regarded as being "integrated", it is once again possible to change infotype 0001 after an employee leaves (the fields are ready for input).

If an employee is transferred to a non-integrated area (see feature PLOGI, the employee's position relationship is delimited in PD and the new organizational assignment can be recorded in infotype 0001.

If you delete an infotype 0001 record, all of that person's assignments to positions and work centers are deleted in the PD system.

1. Personnel Planning (PD) -> Personnel Administration (PA)

Each time a change is made in PD, the system checks whether or not this has had an effect on the organizational assignment of one or more persons. This may be the case in the following instances:

• When relationships are created or deleted (infotype 1001)

• between O and K or S

• between S and C or P

• between A and P

• between C and P

• When you create or delete the "department" entry in infotype 1003, which defines an organizational unit as a "department".

If the department switch is activated (entry PPABT_PPABT in Customizing of 'Organizational Managment' under "Integration with Personnel Administration"), an organizational unit is transferred to the infotype 0001 record if it has been defined as a "department".

The system performs a check for these persons to determine whether this entry gives rise to a structure that contains a cost center and a person belonging to different controlling areas. If this is the case, an error message is issued.

When creating or changing infotype 1013, which you can use to specify a employee group and subgroup for a position, you may only make entries which are compatible with the employee group and subgroup of the persons assigned to the position. If you attempt to enter incompatible data, a warning message is issued.

Furthermore, all PD actions are checked to determine whether they require changes to be made to personnel data with a greater retroactive effect than the "Earliest retroactive accounting period". This period, which is defined in table T569V, prevents subsequent changes from being made to specific payroll subunits. If integration is active, the earliest retroactive accounting period is also valid for PD transactions. Any attempt to enter data with a retroactive effect greater than the earliest retroactive accounting period is then rejected by the system.

Once these checks have been completed, the entries are saved in PD. The infotype 0001 records of the persons concerned are then read by the PA database, changed in accordance with the PD transaction, and written back to the PA database.

It is also possible for one person to be linked to several positions. However, since only one position can be stored in infotype 0001, the one with the highest staffing percentage is determined and written to infotype 0001. Each time you display infotype 0001, a system message indicates that there are further positions in addition to the one on the screen. These can be displayed by pressing an function key. The same procedure applies to a person who is assigned to work centers. Please note that a work center is only stored in infotype 0001 if a position does not exist in the same period.

It is possible to assign a person temporarily to a different job than the one which usually defines his/her position. This is done in the standard program using relationship B017 "carries out". If this relationship exists between a person and a job, the latter is transferred to infotype 0001 instead of the job that normally results from the position. If there is more than one such relationship for one person, the system scans for the job with the highest weighting percentage. Report RHSBES00, for example, enables you to determine whether or not such "carries out" relationships exist.

If a person changes or leaves his/her position, a dialog box is displayed which requires you to specify whether or not the relationship to the job or jobs should be deleted or delimited as well.

1. Additional functions
1. Vacancies

If integration is active and your organization uses Applicant Data Administration, data on vacancies (that is, positions marked as vacant in infotype 1007) is transferred to PA table T750X. When infotype 1007 records are created, it is also possible to enter the additional information required by table T750X.

Furthermore, the functions that are commonly used for maintaining vacancies are also carried out in the corresponding PA transactions (such as when a vacancy is delimited due to a vacant position being filled by a new employee). If you require further information on vacancies, please refer to the documentation on the corresponding PPVAC_PPVAC switch (in Organizational Management Customizing under Activate/deactivate "Vacancy" infotype) and in the documentation on infotype 1007 "Vacancy".

1. Obsolete positions

You can mark positions as obsolete using infotype 1014 (please refer to the infotype documentation). If a person leaves a position due to a transfer or termination of contract (PA) or deletion or delimitation of the corresponding relationship (PD), the system checks whether anyone else holds the position. If not, a dialog box is displayed which enables you to specify that the position should be delimited as of the date on which it becomes vacant.

If an obsolete position is subsequently filled by either the PA or PD system, a message is displayed to indicate that it has been marked as obsolete. If an infotype 1014 record is created for a position, the system checks whether or not the position is occupied and then displays an appropriate message.

1. Name split

The entry PLOGI_SPLIT can be used in integration control to split up infotype 0001 records if the name of an organizational unit, job or position changes. This means that it is always possible to display the most up-to-date names in transactions. For more detailed information, please refer to the documentation on the integration switch PLOGI_SPLIT.

1. Note on locking edited employees

In order to prevent other users from making changes simultaneously, persons affected by PD transactions are locked as soon as the system finds them. Transactions cannot be performed for persons that have already been locked.

The persons and PD objects processed by the transaction can be unlocked by calling up the PD update program.

Infotype 0001 records are then processed by the integration program and updated in PA. The personnel numbers must be locked again to do this.

If, however, another user has since locked a personnel number that was unlocked by the PD update program, 0001 processing cannot be performed for this person.

In this instance, no changes are made to PA so as to prevent inconsistencies from arising between PD and PA. The changes that have already been made in PD are reversed.

1. Batch input
1. PA -> PD.

If batch input sessions are processed for master data and they perform actions that are relevant to integration, no changes are made to PD data. The PD database must then be given the same status as PA, which is achieved by starting report RHINTE00 for the persons concerned and then processing the resulting batch input session. You can find this report in Customizing for "Organizational Management", under "Transfer data from master data record to PD".

1. PD -> PA.

In the same way, batch input sessions that are processed in the PD system do not cause corresponding actions to be performed for master data. Report RHINTE30 must be started for the persons concerned, and the resulting batch input session must be processed.

You can find this report in Customizing for "Organizational Managment" under "Transfer data from PD to master data record" or in the menu of the application.

When changes are made online within PD, you can also choose to have the system compile a list of the personnel numbers affected by the changes rather than allowing corresponding changes to be made immediately within PA. Please note that the system checks whether the PD actions lead to inconsistencies (see chapter 5). You can then use report RHINTE30 to create a batch input session to make the required PA changes for these persons. (Technical information: the personnel numbers are collected internally in table HRINTE30, which is then accessed by report RHINTE30).

It is also possible to carry out several PD actions and then run report RHINTE30 to create a common BTCI session for all of the persons concerned. This PD online/PA batch variant is controlled by the PLOGI_PR ELU entry in Customizing for "Organizational Management" under Set up integration with Personnel Administration. There are three ways in which PA master data can be updated when PD actions are carried out:

- always change master data directly

- always change master data by batch input

- change master data either directly or by batch input, depending on the number of persons affected.

Please call up the documentation on entry PLOGI_PRELU for further information.

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